What are the responsibilities and job description for the Chief Administrative Assistant- CJIS Rep position at Suffolk County Sheriff's Department?
POSITION TITLE:
Chief Administrative Assistant/ CJIS Rep
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
1. Responsible for the LEAPS machine remaining secure to ensure improper dissemination of CORI information does not occur.
a. Now responsible for 20 machines (terminal access to system)
2. Runs Board of Probation reports on inmates to assist in their initial classification and in preparation for final discharge.
a. Must report any additional BOP’s found to the Office of the Commissioner of Probation, w/proof.
b. Must run a nationwide check against the Interstate Identification Index (III), arrest records local and national and sometimes even Interpol (International).
c. Provide proof with fingerprint and photo’s against the RMV (Registry of Motor Vehicles) File and FBI/Massachusetts State Identification Section.
3. Checks Warrant Management System (WMS) for outstanding warrants on inmates.
a. Must run a nationwide and local warrant check (CJIS/NCIC) on all names provided as well as ALL aka’s that are found within the III and BOP reports. This may also involve and Missing, Parole, Juvenile, Bench Warrant, Out of State (fugitive) and international wants.
b. Q5 (Suicide Risk File) reports must be run against the NCIC Database and file is also maintained for future reference.
- Administers the service contract for the LEAPS machine.
- Responsible for ensuring needed supplies are ordered for the HOC LEAPS terminal and printer.
- Trains other approved employees in using the LEAPS terminal.
a. Maintains all correspondence associated with training and certifying all users to the specifications of the Criminal History Systems Board and NCIC policy procedures.
b. Administer the test to all new users and re-certify every two years.
c. Provide hands on training as well as phone tutor as needed to assure clear understanding of the LEAPS/CJIS/NCIC system.
d. Provide a User Manual and materials to aid all users when a CJIS Representative is not available.
e. Acts a liaison for the CHSB and secure all passwords and background checks for all that use the system.
f. Maintain and adhere to the User Agreement.
g. Maintain all correspondence via NCIC/NLETS by keeping hardcopies for AUDIT purposes.
h. Maintain all test results in a secure file.
8. Serves as backup representative for the Department with the Criminal History System Board.
a. Serves as CJIS Representative.
9. Flexibility and ability to learn and perform new duties and skills as assigned.
a. Provided this service for both facilities (Jail and HOC) for many years now.
b. Attend by-annuals meeting off-site and keeps up with new and improved technology on a weekly basis.
- Performs such duties as are assigned from time to time.
a. Performs such duties as assigned such as; Running background checks for the Superintendent’s Office, as well as assisting Central Control of Security of perimeter by running against the RMV (plate #’s) also
b. Background checks for Special Visits as well aiding assistance to the SID as needed.
c. Cross Training duties in the Records Department, such as;
d. Discharge packages, Court Returns, Added Data, Jail Credits, Warrant Entry/Envelopes, Habes and any and all data entry into L&T as they become available.
Run packages on Parole Violators and submit any disqualifying criteria via the FBI Arrest Records.
ESSENTIAL FUNCTIONS
- Regular, punctual and predictable attendance at assigned workplace and at scheduled meetings;
- Knowledge of, compliance with, and enforcement of Department policies and procedures;
- Compliance with security procedures;
- Obeying of moderately complex oral and written orders;
- Communicating effectively both orally and in writing;
- Able to independently initiate a project, execute the necessary steps, and complete in a timely and effective manner;
- Deal calmly and effectively with stressful situations, including emergencies; and
- Exercise good judgment.
MINIMUM PHYSICAL REQUIREMENTS FOR ESSENTIAL FUNCTIONS
- sit or stand periodically for 8 hours;
- lift up to 5 pounds;
- carry up to 5 pounds;
- climb stairs occasionally;
- walk short distances; and
- Write and type.
ADDITIONAL FUNCTIONS OF POSITION
Participation in mandatory training
